Administrative Assistant, (Entry Level) Ophthalmology

Position Overview

UT Southwestern, with over 75 years of excellence in Dallas-Fort Worth, is a world‐renowned medical and research center committed to excellence, innovation, teamwork, and compassion. In this entry-level administrative role, you will support the Department of Ophthalmology by managing calendars, arranging travel, processing reimbursements, updating CVs, and providing backup support to administrative staff. The first 90 days will be 100% on-site for training before transitioning to a hybrid work model.

Key Responsibilities

• Transcribes dictation that may involve use of medical or scientific terminology; ensures correct format, grammar, punctuation, and spelling.
• Types correspondence, memorandums, grants, manuscripts, book chapters, etc. from complex rough drafts, which may involve special formats and complicated footnotes.
• Composes letters, memorandums, and other non-routine correspondence for supervisor’s signature.
• Processes and submits online forms; pays invoices.
• Coordinates meetings and conferences for the supervisor or other staff members.
• Makes appointments and maintains the supervisor’s calendar; arranges travel and hotel reservations for the supervisor or other staff members.
• Screens and directs visitors; handles telephone calls, transfers, messages, and patient-related inquiries and appointments.
• Manages incoming mail, copies, faxes documents, and makes deliveries on and off campus.
• Completes moderately complex projects and reports using word processing, spreadsheet, or database applications.
• Retrieves articles from the library, performs online library searches, and makes copies.
• Maintains various files and records for the operating unit, including vacation/sick leave and personnel files, while handling confidential information appropriately.
• Performs other duties as assigned.

Required Qualifications

• Education: High School Diploma or GED.
• Experience: 2 years of related secretarial/administrative experience. (Higher education may be considered in lieu of the minimum requirements.)

Benefits & Perks

• PPO Medical Plan: Available day one at no cost for full-time employee-only coverage.
• Preventive Healthcare: 100% coverage with no copay.
• Paid Time Off: Available day one.
• Retirement Programs: Through the Teacher Retirement System of Texas (TRS).
• Paid Parental Leave Benefit.
• Wellness programs.
• Tuition Reimbursement.
• Public Service Loan Forgiveness (PSLF) Qualified Employer.